Tour / Departure - Output Examples
Examples of Output Reports:
Accommodation List
Designed for the Client's use, this list provides address and facility details for each Accommodation Provider per day of Departure
Bag Labels
Designed for the Client's use, the labels are provided for each client to label their bags
Bike Details
Designed for Depot use, this report provides the bike requirements for each member of this group. It lists the bike serial or identifying number, the bike type and size, the hire date range and hire days count, and which accessories and extras the client requires, as well as the client's fitness level and height (in either metric or imperial measurements), to ensure the bike is set up to the optimum specifications for the client. Any notes left on the booking level, bike hire record is recorded here too. Also provided is the bike briefing date, briefing time, and starting location.
To allow the Depot staff to tick off what parts of the set up they have completed, there are divided columns headed up with a staff initial. These initials can be defined by each Odyssey client in Main Menu | Admin | Company Settings 1 | Labels. Learn more here
Booking Form (aka Quotation)
Note: If Accommodation is included, a panel will appear showing each day's district location (up to 18 daily records). Odyssey won't display the NAME of the Provider for that day, as this form is 'also' a Quote... and other clients have experienced their own Client's using the accommodation details provided to then go and self book - and then cancelling the Booking.
The booking form can be created for either the entire Tour (if there is only one organiser/payer), or for separate Payers
The Booking Form is designed to gather all of the clients on the Trip, and sort them based on the organiser being first.
The finance details at the bottom of this page are managed in the company settings area Here
Client Details List
This document is also designed with the Guide in mind, and provides important details about each client, such as contact information, health, diet, bike and travel plans, as well as any additional pre trip travel plans the guide need to be aware of.
The travel notes from the Booking | Travel | Travel comments field
The pre/post notes come from the Booking | Travel | Travel pre travel info and post travel info fields
Client Sheet / Client Booking sheet
Designed for Internal or Guide use, the Client Sheet details the majority of booking selections made by each client, including their Contact details, start and end date of trip, group type, Daily Movements, Daily Locations and Accommodation providers, Resources, Providers and Booking status, Transfers, etc.
Departure Summary
May also be known as Daily Run Sheet
Designed for the Clients and Guides use, this list provides daily details of what is happening on each day of a Departure
This document is designed with the Guide in mind, and provides important details to help plan the daily routine and liaise with each day's providers, including the dates of the stay, the facilities available at each provider, the check in time, preferred payment arrangements, and contact phone number.
"Notes for staff" from the Departure Details Notes screen are printed at the top of this page, immediately under the headings.
The text in the notes field has been populated from the Departure | Provider record | Provider info | Notes for staff field
Directions Document
Designed for sending to the client to help them navigate their way to and from the the trail, and providers
To learn more about the Directions Document, click Here
Itinerary
Designed for Clients use, this form provides full details of the Client's itinerary.
The itinerary document is highly customisable; enter your own labels for the am and pm headings, turn on or off districts into, movements, daily locations, all at Departure level.
To Learn more about setting up the itinerary, click Here
This information can be pushed through to our Ody Trips app so that your clients can view the Itinerary on their phone. Learn more about the Ody Trips app here
Provider - Pre Season Bookings form for Providers
This form can be generated for any provider type, from the Provider record. It is designed to be used in conjunction with Pre Season emailing of generic room bookings to Providers. The form COMBINES all Departures booked into that Provider, for the selected season. Learn more about COMBINED Provider emails here
Provider - Booking Status
This form can be generated for any provider type, from the Provider record. and is designed to be used as a Bulk email option from the Provider record. The form COMBINES all Departures booked into that Provider, giving the provider an update of all bookings for the selected season. It includes the selected rooming requirements for each group, Learn more about COMBINED Provider emails here
Review Document
The Review document provides an ideal ideal way to run through and check the contents of your entire Departure and Booking settings. Using the "Costs" tick box, it is possible to include pricing information on the review document. It displays the booking status of all provider's bookings, along with daily locations, movements and resources booked.
Tip: The Review document has a button to enable you to copy the client's email address. Simply click on the orange envelope icon, and you can then click and drag (or triple click) over the new email address text that arrives, and right click to copy. Then paste it into your email window.
Learn more about managing your document in Preview Here
Rooming List
Designed for the Provider's use, there are two versions of this form, depending on your business model.
The Rooming list includes the client's dietary requirements, along with room requirements for guides, if it's a guided trip. The client's dietary requirements are stored on their Personal | Medical tab.
The Rooming list can also provide a list of who is sharing with whom, if that has been selected on the Booking level Connections tab, and if there are multiple instances of sharing (e.g. couples, siblings, friends,), then instances can be indicated by selecting 1, 2, and 3 from the drop down list to group each sharing couple together).
Learn more about room sharing here
- Generic rooming list
For Odyssey clients who offer guided, fixed departure dates, the Generic Rooming list will probably be your rooming list of choice, as your generic room types such as Queen, single, bunk, are selected.
Only one generic rooming list is created for the WHOLE duration of the Trip - this is not a 'day-by-day / Provider-by-provider report. As the generic rooming list isn't labelled / specific to a provider, and covers the entire period of the trip, you need to ensure that the email to the provider specifies the date the clients are staying with that provider.
This is a report which works well for guided tours, since they do not book clients into individual types of rooms, they keep everything up at the 'Departure' level.
Storing this paperwork automatically stores a Generic Rooming list for ALL providers on this Trip. When emailing, and selecting the the generic attachment, the latest stored version of this list will go to all providers.
On the guides rooming record, their phone numbers will be listed, if available.
- Selected rooming list
For Odyssey clients who offer self guided tours, the "Selected" Rooming list will probably be your rooming list of choice, as booking level, selected Provider room types, such as "Queen with balcony", "King with ensuite" are used.
This output presents the check in date, and the check out date, so only one email (and piece of paperwork) needs to be sent for a multi day stay with one provider.
You can also specifiy rooming instances, in order to group together couples or families. This rooming instances are recorded on the Booking | Connections tab
On the guides rooming record, their phone numbers will be listed, if available.
Storing the Selected Rooming lists automatically creates individual, provider based rooming lists. When sending an email to a provider, and selecting "Selected rooming list", the correct attachment will AUTOMATICALLY be attached to the email you send to that Provider.
Depot Output
Custom Shuttle /Transfer - Drivers Manifest
